One of my most frequently requested topics is Effective Time Management and Organizational Skills. Managing time and managing stuff goes hand-in-hand and both contribute to accomplishment. Here are seven thoughts with more to follow in later e-letters. Enjoy.
1. You cannot organize clutter. Clutter is postponed decisions or action. Italian Vilfredo Pareto is credited with discovering the "80/20 principle of imbalance" when he calculated that 80% of the land was owned by 20% of the people. How does that apply to organization? For example, take a simple concept like your clothes closet: 80% of what you own is worn 20% of the time. So what is the other 80%? It is clutter. Expand this analogy to overflowing file cabinets, teeming storage closets, piles of notes kept, phone calls postponed, electronic gadgets accumulated, swarms of out-of-date magazines/newspapers, projects started, have-to-haves impulsively bought and the stacks of unidentified stuff in nooks and crannies. If you get rid of only 20% you have created space for emotional energy to flourish. Messy desks effects how others view your performance. Less clutter may aid in a move up the corporate ladder.
2. Sort and Store. Decide which area of clutter is most important then set aside fifteen minutes to begin sorting. Make three stacks: "things to do", "things to keep", "things to recycle". Every item you pick up represents a decision. If it requires action – regardless of the time frame needed – place it in the "things to do" stack. If it is something you need/want to keep, put it in the "things to keep" section. Things that need to be done away with, place in recycle.
3. Do it or dump it. Take the "things to do" stack and sort it by projects and time constraints. Place all phone calls together, put items to be read in one place, reports to finish in one segment, etc. Be brutal in deciding what you really will do and what you will never get around to doing. Give yourself a moratorium such as follow ups will be within ten days or unread articles will be kept for only three months. Then keep to it. The time limit will motivate you to action. Do not hold on to stale leads, outdated articles or incomplete projects. Get rid of unfinished tasks; either complete or discard. Make a fair assessment of "What I don’t intend to do", then eliminate it from your energy field.
4. A place for everything and everything in its place. Take the "things to keep" stack and decide where its home will be. Assign it a place and do not allow other things to fill in the gap. At home I have a pickle keeper that lives in my refrigerator whether it is filled with pickles or freshly washed awaiting the next trip to the grocery store. Not only does this keep things neat but it is time efficient in that you do not have to search to find the item. Why? Because it is in its home.
5. Continually evaluate need. Let this thought help with the get rid of/recycle stack. Everything has three price tags. One is the original dollars paid, two is the emotional attachment and three is cost of maintenance. What are you holding on to simply because of the funds invested or the sentimental connection. Time is money. How much time are you investing in moving, storing, dusting, repairing items that have become clutter.
6. Keep on-going lists. Accumulated trivials can become overwhelming. Planning is what you need to do or want to do to make your life more meaningful. Scheduling is when you are going to do it. As you consistently keep a list of pending needs you are at liberty to schedule them in before crunch time. In your day-timer, on your computer or a yellow legal pad, keep a running list of the following things: Monthly Goals, Yearly Goals, Errands to Run, Items to Purchase, Jobs to Do, Phone Calls to Make, Things to Remember, Encouragement to Me, Other and anything else you need to keep a handle on. Feel the exhilaration of accomplishment when marking off a completed task and the bask in the sense of accountability for staying on top of the game for upcoming negligible tasks. The on-going reminder of monthly and yearly goals are essential to keep you on track and frequent notes of encouragement to yourself keep you energized. Continually self-evaluate productivity and revise your lists and planning.
7. Review, Revise, and Reinvigorate. Before retiring each night review your day to feel the satisfaction of things accomplished and to feel the sting of things avoided. Did you really not have time or were you ill-prepared? Do not confuse busy-ness with business or activity with accomplishment. Rethink your commitments and priorities to make sure they match. Readjust your schedule as needed for satisfaction and productivity and encourage yourself to learn, to grow and to get organized. At the end of each day, schedule the next day’s timed events and then fill in your top value priorities. At the end of each week, schedule the next week’s known events and plan your priorities. Be sure to include personal and family time. Time is currency; spend it wisely.
These organizational thoughts are guidelines, not a recipe. For individualized assistance, invite me to your business or organization. 254-749-6594 or
mdunkin@flash.netDON’T COPE, OVERCOME: Live for what is important, not just to get things done.
Coach John Wooden says, “Hurry, but don’t rush.” Rest is a vital factor in organization and productivity. When you think you do not have time for a break is when you need it most. Stop rushing by frequently putting the urgent on hold to breath deeply and clear your mind, returning to the activity with renewed energy and focus. Rushing is stress producing whereas restful hurrying is energizing.
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